SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
CHAPTER 2 – GENERAL OPERATING PROCEDURES
TABLE OF CONTENTS
PART A – GENERAL INFORMATION ..................................................................................2-3
2000 AUTHORIZED CUSTOMERS................................................................................2-3
2001 HOURS OF OPERATIONS ...................................................................................2-5
2002 DISPLAY OF MERCHANDISE ..............................................................................2-5
2003 VISUAL MERCHANDISING SUPPORT SERVICES .............................................2-5
2004 DISPLAY AIDS ......................................................................................................2-6
2005 POSTING SIGNS...................................................................................................2-6
2006 SHIPS STORE MANAGEMENT ............................................................................2-6
PART B – PRICING POLICIES.............................................................................................2-7
2100 ESTABLISHING RETAIL PRICES (MARKUPS)....................................................2-7
2101 PRICE ADJUSTMENT...........................................................................................2-8
2102 PRICES TO OTHER MILITARY ACTIVITIES ........................................................2-8
2103 DISPLAY OF PRICES .........................................................................................2-10
2104 PRICE LIST .........................................................................................................2-10
2105 RETAIL PRICE CHANGE ....................................................................................2-10
PART C – NAVY CASH SALES TRANSACTIONS.............................................................2-11
SECTION I – NAVY CASH SALES ....................................................................................2-11
2200 GENERAL INFORMATION..................................................................................2-11
2201 RESPONSIBILITY ..............................................................................................2-11
2202 CASH REGISTER ...............................................................................................2-12
2203 UNCOLLECTABLE CHECKS - N/A FOR NAVY CASH.......................................2-12
2204 MONEYBAGS / NIGHT DEPOSITORY SAFE - N/A FOR NAVY CASH .............2-13
2205 BULK SALES .......................................................................................................2-13
2206 REFUNDS..........................................................................................................2-144
SECTION II – CHANGE FUNDS - N/A FOR NAVY CASH .................................................2-16
2210 CHANGE FUND FOR ONE SALES OUTLET .....................................................2-16
2211 CHANGE FUND FOR MULTIPLE SALES OUTLETS .........................................2-16
2212 DEFICITS IN CHANGE FUNDS ..........................................................................2-16
SECTION III – NAVY CASH END OF DAY INFORMATION ..............................................2-17
2220 GENERAL INFORMATION..................................................................................2-17
2221 NAVY CASH END OF DAY REPORT .................................................................2-17
2222 CASH LEFT IN CASH REGISTER OVERNIGHT - N/A FOR NAVY CASH ........2-17
SECTION IV – NAVY CASH TRANSACTIONS WITH THE DISBURSING OFFICER ......2-18
2230 NAVY CASH END OF MONTH ...........................................................................2-18
2231 ACTION BY THE SALES OFFICER WHEN THE CASH COLLECTION AGENT
COLLECTS AND DEPOSITS CASH - N/A FOR NAVY CASH............................2-18
2232 MEMORANDUM CASH SALES INVOICE DEPOSIT OF CASH WITH THE
DISBURSING OFFICER......................................................................................2-18
PART D – SALES OUTLETS ..............................................................................................2-19
SECTION I – EPOS OPERATIONS....................................................................................2-19
2300 RETAIL STORE GENERAL INFORMATION.......................................................2-19
2301 NAVY CASH VERIFICATION ..............................................................................2-19
2302 MULTIPLE OPERATOR PROCEDURES - N/A FOR NAVY CASH ....................2-19
2303 OPERATIONAL CONTROLS ..............................................................................2-19
2304 MEASURING THE OVERAGE/SHORTAGE IN EPOS OUTLETS ......................2-19
2305 SANITATION .......................................................................................................2-20
SECTION II – NON-EPOS OPERATIONS..........................................................................2-21
2310 NON-EPOS OUTLET GENERAL INFORMATION .............................................2-21
2-1
GENERAL OPERATING PROCEDURES
SHIPS STORE AFLOAT
2311 OPERATIONAL CONTROLS .............................................................................. 2-21
2312 MEASURING THE OVERAGE/SHORTAGE IN NON-EPOS OUTLETS ............ 2-21
2313 SANITATION ....................................................................................................... 2-22
SECTION III – VENDING MACHINES................................................................................ 2-23
2320 VENDING MACHINE GENERAL INFORMATION .............................................. 2-23
2321 ELECTRONIC TRANSACTIONS ........................................................................ 2-23
2322 OPERATIONAL CONTROLS .............................................................................. 2-23
2323 MEASURING THE OVERAGE/SHORTAGE OF INDIVIDUAL VENDING
MACHINES.......................................................................................................... 2-24
2324 SANITATION ....................................................................................................... 2-24
SECTION IV – AMUSEMENT MACHINES - N/A FOR NAVY CASH ................................. 2-25
2330 AMUSEMENT MACHINE GENERAL INFORMATION........................................ 2-25
2331 CASH COLLECTION........................................................................................... 2-25
2332 OPERATIONAL CONTROLS .............................................................................. 2-25
2333 OVERAGES AND SHORTAGES ........................................................................ 2-25
2334 REMITTANCE TO CONTRACTOR ..................................................................... 2-25
PART E – SERVICE ACTIVITES........................................................................................ 2-26
SECTION I – BARBERSHOPS........................................................................................... 2-26
2400 EXTENT OF BARBER SERVICE ........................................................................ 2-26
2401 RECORDS AND OPERATIONS.......................................................................... 2-26
2402 SERVICE ACTIVITY SUPPLIES ......................................................................... 2-26
2403 SANITATION ....................................................................................................... 2-26
SECTION II – LAUNDRY.................................................................................................... 2-28
2410 EXTENT OF LAUNDRY SERVICE...................................................................... 2-28
2411 ASSIGNMENT OF PERSONNEL........................................................................ 2-28
2412 RECORDS AND OPERATIONS.......................................................................... 2-28
2413 ACCOUNTING FOR LAUNDRY SERVICES....................................................... 2-29
2414 SERVICE ACTIVITY SUPPLIES ......................................................................... 2-29
2415 LAUNDRY CLAIMS ............................................................................................. 2-29
2416 SANITATION AND SAFETY................................................................................ 2-29
2417 HEAT STRESS PROGRAM ................................................................................ 2-29
2418 PROCUREMENT OF LAUNDRY SERVICES ..................................................... 2-29
SECTION III – DRY-CLEANING PLANT ............................................................................ 2-30
2420 EXTENT OF DRY-CLEANING SERVICE............................................................ 2-30
2421 RECORDS AND OPERATIONS.......................................................................... 2-30
2422 ACCOUNTING FOR DRY-CLEANING SERVICES............................................. 2-30
2423 SERVICE ACTIVITY SUPPLIES ......................................................................... 2-30
2424 CLAIMS ............................................................................................................... 2-30
PART F – EQUIPMENT MAINTENANCE AND SANITATION............................................ 2-31
2500 MAINTENANCE OF EQUIPMENT ...................................................................... 2-31
2501 SANITATION ....................................................................................................... 2-31
PART G – DOLLAR BILL CHANGERS - N/A FOR NAVY CASH ....................................... 2-33
2600 GENERAL INFORMATION ................................................................................. 2-33
2601 CASH COLLECTION........................................................................................... 2-33
2602 OVERAGES AND SHORTAGES ........................................................................ 2-33
2603 PROCUREMENT................................................................................................. 2-33
2-2
SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
CHAPTER 2 – GENERAL OPERATING PROCEDURES
PART A – GENERAL INFORMATION
2000
AUTHORIZED CUSTOMERS
1.
GENERAL. The following are authorized customers of the ships store:
a.
Officers and enlisted personnel on board for duty as ship’s company
b.
Officers and enlisted personnel on board either for active duty for
training or for passage en route to duty, including members of the
Navy, Marine Corps, Coast Guard, Army or Air Force
c.
Official passengers including National Oceanic and Atmospheric
Administration, Public Health Service and U.S. Foreign Service
personnel en route to duty
d.
Accredited United States technicians (military or civilian) who are
actually embarked or assigned on board in an official capacity
e.
Active duty members of the Armed Forces, and those personnel listed
in items c and d, which are not actually on board, when located in a
remote area where an Armed Forces exchange is not available
Insignia items for Navy uniforms will not be sold to customers who are not
authorized to wear the items on their uniforms. The sale of emblematic items
is authorized to the general public when approved by the commanding officer
during shipboard tours or other official functions.
2.
SERVICE TYPE SHIPS. On service type ships (such as AS type), ship store
stock and standard Navy clothing is authorized for sale to officers and enlisted
personnel other than ship’s company when they are attached to those ships
receiving support.
3.
ITEMS PURCHASED BY CUSTOMER. Items purchased from the ship store
by customers will be for their personal use or their dependents’ use and will
not be resold or exchanged in barter with any other person. Ships store
purchases may be made for outright gifts to other persons.
4.
SURVIVORS OF MARINE AND AIRCRAFT DISASTER. Ships store stock
and non-distinctive items of clothing may be sold for cash to the survivors of
marine and aircraft disasters, if the survivors have personal funds available. If
a survivor is without personal funds, emergency issues of ship store stock
may be made as per paragraph 7408-2.
5.
OTHER MILITARY ACTIVITIES
a.
Sales
2-3
GENERAL OPERATING PROCEDURES
(1)
Sales of ship store stock and items of standard Navy clothing
may be made to:
(a)
(b)
(2)
b.
Military Sealift Command branch exchanges
Private messes
The commanding officer for recreational purposes
Other duly constituted messes which have been
authorized by the commanding officer and whose
monthly records are audited.
Sales will be made at the prices set under paragraph 2103-1.
Transfers. Transfers of ship store stock and standard Navy clothing
stock may be made to other supply officers’ including:
(1)
(2)
(3)
Other ship store officers
General messes
General stores
6.
OFFICIAL GOVERNMENT ORGANIZATIONS. Upon approval of the
commanding officer, ship store stock and non-distinctive items of clothing may
be sold for cash to representatives of official United States Government
Organizations at isolated activities outside the United States when the stock
items cannot be conveniently obtained elsewhere. The normal operations of
the ships store will not be impaired by these sales.
7.
FOREIGN GOVERNMENTS
a.
Personnel of Foreign Ships in Distress. Ship store stock and nondistinctive items of clothing may be sold for cash to personnel of
foreign ships, which are in distress. The commanding officer of the
foreign ship will submit a request, listing the items and quantities
desired. The request must be approved by the commanding officer of
the ship making the sale. Only those quantities of stock that can be
spared will be furnished.
b.
Personnel of Foreign Ships Visiting United States Ports. Ships store
stock and non-distinctive items of clothing may be sold for cash to
military personnel attached to foreign ships visiting United States ports
in connection with the following:
(1)
(2)
(3)
2-4
Ships not operating a ship store
Armed Forces Exchanges
Sales of ships store stock and non-distinctive clothing items
may be made to:
(a)
(b)
(c)
(d)
(3)
SHIPS STORE AFLOAT
Participation in exercise with United States fleets
Research, development and evaluation programs
Ship’s outfitting in conjunction with transfer programs to foreign
countries
SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
(4)
Scheduled conversion, overhaul, or repairs in United States
ports.
The commanding officer of the foreign ship will submit a request listing
the items and quantities desired. The request must be approved by
the commanding officer of the ship making the sale. Quantities sold
will be in agreement with the crew size of the foreign ship. Only those
quantities of stock that can be spared will be furnished.
8.
2001
MERCHANT SHIPS. Ships store stock and non-distinctive clothing items may
be sold for cash to merchant ships in distress or in need of supplies when
normal sources do not exist. The master of the ship will submit a request for
sale listing the items and quantities desired. The request must be approved
by the commanding officer of the ship making the sale. Only those quantities
of stock that can be spared will be furnished.
HOURS OF OPERATIONS
Sales outlets and service activities will be open during hours as may be prescribed by
the commanding officer. The hours of operation will be prominently posted. (See
Standards of Customer Service, Appendix C.)
2002
DISPLAY OF MERCHANDISE
Despite limited facilities in many retail stores, consideration should be given to
merchandise displays. A well-run retail store will display, in full view of customers, a
clean, neat and orderly selection of most of the items carried. Popular and fast
moving items may be kept in the proximity of the sales outlet operator for easy
access. Merchandise display information is given in the Ships Store Visual
Merchandising Guide (NEXCOM Pub 90-33). (See Standards of Customer Service,
Appendix C.)
2003
VISUAL MERCHANDISING SUPPORT SERVICES
1.
GENERAL. Visual merchandising support services are available from the
Fleet Assistance Teams in Norfolk, Virginia and San Diego, California.
Services can be obtained by ships stores and will be provided during in port
periods. Visual merchandising support may also be available from the local
Navy Exchange. Fleet Assistance Teams provide their service to ships for
free. The Navy Exchange may charge for its support.
2.
PROCEDURES FOR OBTAINING SUPPORT SERVICES. Contact the local
Fleet Assistance Team to determine when visual merchandising support
services are available. If available, set a date and time services can be
obtained.
3.
DETERMINING COST OF SUPPORT SERVICES. The Navy Exchange will
advise the cost for support services, which will include payroll plus the actual
cost price of material furnished by the Navy Exchange.
2-5
GENERAL OPERATING PROCEDURES
2004
SHIPS STORE AFLOAT
4.
OBTAINING SERVICE. Ships will notify NEXCOM (Ships Store Program)
who will assist in obtaining the service for the ship if the Navy Exchange
requires reimbursement.
5.
ACCOUNTING PROCEDURES. The total cost of the visual merchandising
support service received will be charged to the individual ships’ profits. If the
ship cannot absorb the cost of these services, the ship should request a loan
from NEXCOM (Ships Store Program). The cost of the services will be
accounted for as per paragraph 4222.
DISPLAY AIDS
Display aids available for visual merchandising are contained in the Ships Store
Visual Merchandising Guide (NEXCOM Pub 90-33). The cost of display aids will be
charged to the individual ships’ profits. To procure display aids, notify NEXCOM
(Ships Store Program) who will procure the items for the ship. The purchase will be
accounted for as per paragraph 4222.
2005
POSTING SIGNS
Signs providing valuable information to the customer on such things as harmful
effects of cigarette smoking and government regulations will be posted where
customers can see them.
2006
SHIPS STORE MANAGEMENT
The sales officer will review the operation of the ship store on a frequent basis to
ensure its operating in an efficient manner. ROM produces a variety of management
reports and audit guides (see ROM II User’s Guide) designed to assist the sales
officer in managing the operation.
2-6
SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
PART B – PRICING POLICIES
2100
ESTABLISHING RETAIL PRICES (MARKUPS)
1.
GENERAL. Ensuring the retail prices for items in the sales outlets are
consistent with the guidelines stated in this manual is the responsibility of the
sales officer. Retail prices for ship store stock will be set by markups over
cost price. ROM has the capability to automatically compute the markup for
ship store items based on the cost price and retail department assigned.
Except for mandatory priced items, the sales officer may override ROM
system markup by entering the desired selling price. Markup applied should
be sufficient to:
a.
b.
c.
d.
2.
Cover markdowns and surveys
Cover the cost of operations
Cover other operating expenses such as shipping charges
Meet the requirements of the commanding officer for profits to be
turned over to the recreation fund.
STOCK ITEMS (EXCLUDING STANDARD NAVY CLOTHING AND
CIGARETTES. Stock items will have a markup of either 6% or 15%
depending on the retail department assigned.
a.
A mandatory 6% markup will be applied to the following department:
(1)
(2)
(3)
Toiletries (Department D-1, Stock # series 110000)
Sundries (Department D-3, Stock # series 120000)
Uniforms (Department E-1, Stock # series 530000)
ROM will automatically compute the 6% markup when merchandise is
assigned to these departments.
b.
c.
OTHER RETAIL DEPARTMENT STOCK ITEMS.
(1)
ROM will automatically compute a 15% markup on all other
retail departments for items sold in the retail store. The 15% is
recommended and ships may price merchandise to achieve a
different gross margin if desired.
(2)
For Cigarettes. Navy policy requires cigarette/tobacco prices to
be consistent in sales outlets afloat and ashore. Therefore,
cigarette/tobacco materials must be priced in accordance with
current price bulletin published by NEXCOM (Ships Store
Program). The sales officer will manually override the ROM
system with the approved prices.
STOCK ITEMS WITH TRANSPORTATION CHARGES. ROM does
not include transportation charges in automatically computing selling
prices. These charges will show as cost of operations charges. The
sales officer may adjust retail prices to offset the transportation cost.
2-7
GENERAL OPERATING PROCEDURES
2101
2102
3.
STANDARD NAVY CLOTHING. Items of Standard Navy Clothing will be sold
at the standard price as indicated in the Navy Clothing Price List for Men and
Women (NEXCOM Pub 90). ROM users will assign department code L-1 to
all Standard Navy Clothing items. ROM will not compute a markup for
department L-1 items because L-1 is not set up as a standard department. If
a store desires to stock and sell Standard Navy Clothing, the L-1 department
must be established and cost/retail set by the sales officer. When clothing
becomes defective within an unreasonable short time after sale, it will be
replaced from stock without charge and surveyed immediately to the Navy
Working Capital Fund.
4.
FOREIGN MERCHANDISE. Prices for foreign merchandise will be set in
accordance with paragraphs 3214 and 3224.
5.
DRINK VENDING MACHINES. Canned drinks sold through a vending
machine have a suggested minimum 35% markup but shall have no greater
than a 55% markup applied.
PRICE ADJUSTMENT
1.
GENERAL. ROM will compute the average cost price of all items by
averaging the cost of on hand items with the cost of new items to determine
the new average cost. The average cost and retail prices on the stock record
card will be computed automatically.
2.
MARK-ONS. A mark-on is an increase in a previously established retail price
of an item of merchandise. When approved by the sales officer the new retail
price will be changed on the stock record card. The mark-on takes effect at
EPOS outlets on all subsequent till assignments and at Non-EPOS outlets on
all subsequent breakouts. Price change procedures are outlined in paragraph
7604.
3.
MARKDOWNS. A markdown is a reduction in a previously established retail
price of an item of merchandise. When approved by the sales officer the new
retail price will be changed on the stock record card. The markdown takes
effect at EPOS outlets on all subsequent till assignments and at Non-EPOS
outlets on all subsequent breakouts. Markdown procedures are outlined in
paragraph 7604.
PRICES TO OTHER MILITARY ACTIVITIES
1.
NONEXCESS SALEABLE STOCK
a.
STOCK SOLD AT COST PRICE. Items of ships store stock will be
sold at cost price to the following military activities:
(1)
(2)
2-8
SHIPS STORE AFLOAT
Armed Forces Exchanges
Military Sealift Command Branch Exchanges
SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
(3)
b.
STOCK SOLD AT RETAIL PRICE. Items of ships store stock will be
sold at retail price to the following military activities:
(1)
(2)
(3)
c.
The commanding officer for recreation purposes
Sales to a ship not operating a ship store, when the transferring
ship provides a composite recreation fund (in other words, the
requesting ship shares in the profits of a supporting ship store,
for example, SSNs supported by an AS).
Merchant ships and foreign governments
STOCK TRANSFERRED AT COST PRICE. Items of ships store stock
will be transferred at cost price to other supply officers, including:
(1)
(2)
(3)
d.
Ships not operating a ship store, when the transferring ship
does not provide a composite recreation fund (in other words,
the requesting ship does not receive a share of the profits from
another ships store (Composite Recreation Fund)).
Other sales officers
General mess
General stores
STOCK SOLD TO THE COMMANDING OFFICER FOR OFFICIAL
FUNCTIONS. SECNAVINST 7042.7 series, Guidelines For Use Of
Official Representation Funds (ORF), provides authority for the use of
ORF for the purchase of mementos for presentation to foreign
dignitaries and other officials. In those circumstances when ORF are
not available or are not authorized, emblematic items of ships store
stock may be sold to the commanding officer at cost when the items
are to be provided as gifts or mementos for official purposes. It should
be noted that SECNAVINST 7042.7 series limits gifts and mementos
to command or official theme mementos/gifts including but not limited
to plaques, pens, books, command/ship ball caps, and other items with
an official logo that cannot be misconstrued as a personal gift.
Personal gifts such as sports equipment, t-shirts, golf shirts, flight
jackets, uniforms, scarves, ties, tobacco, flowers, and other items that
by their nature are considered personal may not be sold from the ships
store stock under this authority. The commanding officer shall submit
a written request to the sales officer listing the quantity and description
of the mementos required and the identity of the recipient(s). The
sales officer will process the transaction as a Bulk Sale as per
paragraph 2205.
2.
EXCESS OR UNSALEABLE STOCK. Items of ships store stock that has
been determined to be un-saleable or in excess in accordance with paragraph
3333 will be sold or transferred at a mutually agreed upon price.
3.
STANDARD NAVY CLOTHING. Items of Standard Navy Clothing will be
transferred at the standard price indicated in the Navy Clothing Price List for
Men and Women (NEXCOM Pub 90).
2-9
GENERAL OPERATING PROCEDURES
2103
DISPLAY OF PRICES
1.
2104
SHIPS STORE AFLOAT
Individual pricing of each item is not required, provided the following
conditions are met:
a.
PRICING. Each item of merchandise has a shelf-label with item’s
barcode, description and current retail price.
b.
SCANNING AT REGISTER. Upon receipt of material, the retail store
operator will ensure each item has a UPC. For items without UPC’s
(such as ball caps) a barcode will be printed and attached to the
individual item or placed in a price book at the register.
PRICE LIST
A posted price list is not required, provided prices are displayed as per paragraph
2103.
2105
RETAIL PRICE CHANGE
The sales officer has the authority to change the retail price. For markdowns to zero
in which the items will be destroyed, the ship will use a Report of Survey (DD Form
200) charging ships store profits. Procedures are outlined in paragraph 7607.
2-10
SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
PART C – NAVY CASH SALES TRANSACTIONS
SECTION I – NAVY CASH SALES
2200
2201
GENERAL INFORMATION
1.
ELECTRONIC SALES. Electronic cash will be accepted for sales in the ships
store for all purchases of ships store merchandise. Navy Cash™ card sales
are authorized when the K22 Card Reader Terminal is operated in conjunction
with the cash register, and certified by NEXCOM (Ships Store Program),
ships’ TYCOM and the disbursing officer. Procedures for acceptance and
handling of Navy Cash™ card sales are contained in the NAVSUP Publication
727, Chapter 7.
2.
CURRENCY. Upon the Commanding Officer’s discretion, United States
currency may be accepted for sales in the ships store if the Navy Cash system
becomes inoperable. See Appendix G.
RESPONSIBILITY
1.
CASH REGISTER OPERATORS. Operators will exercise care and diligence
in all Navy Cash card sales transactions, and will be subject to disciplinary
action for negligence or improper performance of duties. Access to cash
registers will be limited to personnel approved by the sales officer. Operators
are responsible for scanning the items correctly, and ensuring that the Navy
Cash card transactions are processed correctly.
2.
K22 CARD READER TERMINAL. All Navy Cash card transactions will be
processed through the K22 at the time of the sale. Access to the K22 will be
limited to personnel approved by the sales officer. The K22 provides the ships
store operator and customer a clear view of the amount of purchase, and
allows both parties to verify prior to confirming of the transaction.
a. CONNECTED TO CASH REGISTER. At the time of the sale, the
operator will scan all items through the cash register using the hand held
scanner. The total of the sale will be seen both at the cash register and on the
K22. All completed transactions are forwarded automatically through the
Navy Cash server to the disbursing office at the time of the sale once the
transaction has been finalized. The sales officer will have the capability to
generate daily reports from the ships store office to compare with the Navy
Cash reports received from disbursing. Detailed procedures dealing with the
use of the K22 Card Reader Terminal connected to the cash register are
contained in the NAVSUP Publication 727, Chapter 7.
b. NOT CONNECTED TO CASH REGISTER. At the time of sale, the
operator will scan all items through the cash register, and manually enter the
total amount of the sale on the K22 Card Reader Terminal. The total amount
on the cash register must match the total on the K22. All completed
transactions are forwarded automatically through the navy Cash server to the
disbursing office at the time of the sale once the transactions have been
2-11
GENERAL OPERATING PROCEDURES
SHIPS STORE AFLOAT
finalized. The sales officer will have the capability to generate daily reports
from the ships store office to compare with the Navy Cash reports received
from disbursing. Detailed procedures dealing with the use of the K22 Card
Reader Terminal not connected to the cash register are contained in the
NAVSUP Publication 727, Chapter 7.
c.
DELIVERY OF K22 CARD READER TERMINAL. The K22 has the
capability to work in a “off-line” mode in case the system is down. The
sales officer or designated assistant may deliver the K22 to the
disbursing officer to deposit the electronic sales recorded. The
disbursing officer will upload the ships store sales transactions into the
Navy Cash server at the disbursing office once the system is back up.
3. SALES OFFICER. The sales officer is responsible and accountable to the Navy
Department for official electronic funds in the officers’ custody as outlined in
paragraph 1007. The sales officer is not authorized to make any disbursement other
than to transfer ships store funds to a disbursing officer.
2202
CASH REGISTER
1.
2203
2-12
CASH REGISTERS
a.
GENERAL. All Navy Cash sales transactions in sales outlets will be
processed through a cash register at the time of sale. EPOS cash
registers provide customers a clear view of the amount of the purchase
and an itemized receipt of items purchased. Cash registers will
normally be procured with the ships’ OPTAR funds. If OPTAR funds
are insufficient, the sales officer may authorize the purchase using
individual ships store profits. Access to cash registers will be limited to
the assigned cash register operator.
b.
CASH REGISTER RECEIPT. The cash register will produce a receipt,
which can be provided to the customer at time of sale. The sales
officer has the authority to change the receipt threshold amount at the
cash register to eliminate printing of a receipt below the threshold
amount.
c.
CASH REGISTER KEYS. The ships store operator will maintain
control of the cash register key. The duplicate key will be kept in a
sealed envelope in the sales officers’ safe.
UNCOLLECTABLE CHECKS – NOT APPLICABLE FOR NAVY CASH
SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
2204
MONEYBAGS / NIGHT DEPOSITORY SAFE – NOT APPLICABLE FOR NAVY
CASH
2205
BULK SALES
1.
GENERAL. Bulk sales are made at cost price. Bulk sales are made to:
a.
b.
c.
d.
2.
Navy Exchanges
Military Sealift Command Branch Exchanges
Ships not operating a ships store when the transferring ship does not
provide a composite recreation fund (in other words, the requesting
ship does not receive a share of the profits from another ships store,
see paragraph 2102-1).
To the commanding officer for official functions (paragraph 2102-1d)
PROCEDURES FOR HANDLING BULK SALES
a.
Bulk sales will be made using the ROM generated Requisition and
Invoice/Shipping Document (DD Form 1149). The issuing ship will
prepare the DD Form 1149. A bulk sale occurs when a ship receives a
request from one of the authorized activities listed in paragraph 1. All
bulk sales will be expended from the bulk storeroom. Under no
circumstances will bulk sales be processed through a retail outlet.
b.
SALES PROCEDURES:
(1)
(2)
Sales Officer – The sales officer will verify the items being sold
are available and approve the sale. Normally the current cost
price will be the price the material is sold at, however the sales
officer can increase or decrease the total reimbursement for
each line item when preparing the DD Form 1149. The
difference, if any, is accounted for as a cost of operations.
Records Keeper – Records keeper will create the bulk sale
document as per ROM II User’s Guide. After all information is
entered into ROM, a non-confirmed copy of the DD Form 1149
will be printed and signed by the sales officer. The original and
two copies will then be forwarded to the bulk storeroom
custodian.
(3)
Bulk Storeroom Custodian – Upon receipt of the signed DD
Form 1149, the bulk storeroom custodian will obtain the
merchandise directly from the bulk storeroom and deliver the
merchandise to the requesting activity.
(4)
Requesting Activity – Requesting activity will circle quantities
received, sign all copies of the DD Form 1149, and return the
original and copy to the issuing activity.
(5)
Records Keeper – Upon receipt of the signed DD Form 1149,
the records keeper will ensure original quantity transferred was
2-13
GENERAL OPERATING PROCEDURES
SHIPS STORE AFLOAT
the quantity received by requesting activity. If there are no
changes to the quantities, the DD Form 1149 is filed in the
Credit Memorandum & Bulk Sale/Cash Refund (WF 4) File until
payment is received. If there were quantity differences, the
sales officer shall investigate and take corrective action, correct
DD Form 1149 quantities and file in the WF 4 File, until
payment is received.
c.
d.
PAYMENT.
(1)
At delivery: Normally payment will be required at time of
delivery and the sales officer or cash collection agent will
collect the amount due. Monies collected from bulk sales will
not be rung through the retail store cash register. Cash
collected from each bulk sale will be reported as a separate
entry in the Cash Register Record (NAVSUP Form 469) and
deposited with the disbursing officer. Once payment is
received, the DD Form 1149 will be confirmed in ROM.
Confirming the DD Form 1149 will post the cash value to the
monthly Cash Sales Invoice, Line B12 of the NAVCOMPT
Form 153 and expend quantities from the stock record cards.
(2)
After delivery: If payment is not received at time of delivery, the
DD Form 1149 will remain in the WF 4 File. Because the
merchandise is no longer on board, any inventory of line items
will show a difference between the book inventory and actual
inventory. The sales officer will add the quantities shown on
the bulk sale document to on hand inventories to maintain
correct accountability if an inventory is taken. All efforts should
be made to receive payment prior to the end of the accounting
period.
DOCUMENTS DISTRIBUTION:
Upon receipt of payment, the DD Form 1149 will be filed as follows:
(1)
(2)
2206
REFUNDS
1.
GENERAL. All sales made in the ships store will be final. Refunds may be
made for defective merchandise under the following conditions:
a.
2-14
Original – B12 (AO) File
Copy – B12 (RK) File
MERCHANDISE COVERED BY A GUARANTEE. Merchandise will be
accepted and refunds made, providing the return date is within the
manufacturer’s guarantee or warranty period. Defective merchandise
covered by guarantee will be returned to the vendor for credit or
replacement under the terms of the guarantee.
SHIPS STORE AFLOAT
b.
2.
GENERAL OPERATING PROCEDURES
MERCHANDISE NOT COVERED BY A GUARANTEE. Merchandise
that can be reasonably determined to have been defective at the time
of sale may be returned for refund within 30 days of the purchase date.
If attempts to secure replacement or repair from the vendor are
unsuccessful, repairs to merchandise may be procured from
commercial sources as per paragraph 4205. In some instances,
defects may be of such a nature that merchandise may be sold at a
reduced price or surveyed as a charge to individual ships store profits.
PROCEDURES.
Refunds will be done at the ships store office when crediting the customer’s
Navy Cash card. Procedures contained in the NAVSUP Publication 727,
Chapter 7 will be followed.
2-15
GENERAL OPERATING PROCEDURES
SHIPS STORE AFLOAT
SECTION II – CHANGE FUNDS – NOT APPLICABLE FOR NAVY CASH
2210
CHANGE FUND FOR ONE SALES OUTLET – NOT APPLICABLE FOR NAVY
CASH
2211
CHANGE FUND FOR MULTIPLE SALES OUTLETS – NOT APPLICABLE FOR
NAVY CASH
2212
DEFICITS IN CHANGE FUNDS – NOT APPLICABLE FOR NAVY CASH
2-16
SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
SECTION III – NAVY CASH END OF DAY INFORMATION
2220
2221
2222
GENERAL INFORMATION
1.
RESPONSIBILITY – SHIPS STORE. The sales officer is responsible for
comparing the ROM II Til Reconciliation report with the Navy Cash EOD
Merchant summary report for the ships store received from the disbursing
office. All totals of Navy Cash sales will match. Once verification has been
made, the sales total will be entered and posted into the ROM II back office
computer by the sales officer or designated assistant.
2.
RESPONSIBILITY – VENDING MACHINES. The sales officer will ensure that
all vending machine cash totalizer’s / meter readings are made and compared
to the Navy Cash EOD Merchant summary report when reconciling Navy
Cash sales. The sales officer will read and verify meter readings at the EOD.
All totals will match. Once verification has been made, the sales total will be
entered and posted into the ROM II back office computer by the sales officer
or designated assistant.
NAVY CASH END OF DAY REPORT
1.
GENERAL. The sales officer or designated assistant will enter all Navy Cash
transactions into the ROM II back office using the Navy Cash Merchant
summary report. The sales officer will verify that the Navy Cash report equals
the amount entered into ROM.
2.
DIFFERENCES. All differences between the Navy Cash reports and ROM II
will be investigated following the procedures outlined in the NAVSUP
Publication 727, Chapter 7.
CASH LEFT IN CASH REGISTER OVERNIGHT – NOT APPLICABLE FOR NAVY
CASH
2-17
GENERAL OPERATING PROCEDURES
SHIPS STORE AFLOAT
SECTION IV – NAVY CASH TRANSACTIONS WITH THE DISBURSING OFFICER
2230
NAVY CASH END OF MONTH AND MONTHLY TRANSACTIONS INFORMATION
The sales officer will compare the Navy Cash monthly Merchant and End of Month
shore summary reports with the ROM II reports prior to preparing the monthly cash
sales invoice memorandum. Differences between the reports will be investigated
following the procedures outlined in the NAVSUP Publication 727, Chapter 7. The
sales officer will verify that the End of Month and Monthly transaction reports equals
the amounts entered into ROM for the month.
2231
ACTION BY THE SALES OFFICER WHEN THE CASH COLLECTION AGENT
COLLECTS AND DEPOSITS CASH – NOT APPLICABLE FOR NAVY CASH
2232
MEMORANDUM CASH SALES INVOICE DEPOSIT OF CASH WITH THE
DISBURSING OFFICER
1.
WHEN PREPARED. A Memorandum Cash Sales Invoice Deposit of Cash
with the Disbursing Officer (DD Form 1149) will be prepared to substantiate
cash receipts from sales:
a.
b.
c.
2.
PREPARATION. ROM will print the DD Form 1149 when required.
Procedures for generating the DD Form 1149 are outlined in the ROM II
User’s Guide. The sales officer will compare the DD-1149 with the Navy Cash
monthly Merchant and Monthly shore summary reports.
3.
DISTRIBUTION OF DD FORM 1149. The DD Form 1149 will be submitted to
the disbursing officer on or before the first working day of the month. The
disbursing officer will sign the certification at the bottom of the DD Form 1149.
The record keeper will then distribute the DD Form 1149 as follows:
a.
b.
c.
2-18
At the end of each month
Upon relief of the sales officer
Upon relief of the disbursing officer, or when cash is deposited with a
different disbursing officer
Original – C02/C03/C04 (RK) File
2 copies – C02/C03/C04 (AO) File
Three copies will be returned to the disbursing officer
SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
PART D – SALES OUTLETS
SECTION I – EPOS OPERATIONS
2300
RETAIL STORE GENERAL INFORMATION
Retail stores sell both necessity type of items required for day-to-day living and semi
luxury type items. Depending on space limitations, an over-the-counter or walk-in
retail store will be operated.
2301
NAVY CASH VERIFICATION
1.
Navy Cash transactions will be verified by the sales officer or designated
assistant at the end of the day. The sales officer or designated assistant will
compare the Navy Cash Merchant Summary report with the ROM II Till
Reconciliation report.
2.
Retail store operator will conduct an End of Til Export and turn diskette over to
cash collection agent.
3.
Cash collection agent will conduct a End of Til Import and then an End of Til
Reconciliation in ROM. During the End of Til Reconciliation the amount
shown on the Navy Cash Merchant Summary Report will be recorded into
ROM.
2302
MULTIPLE OPERATOR PROCEDURES – NOT APPLICABLE FOR NAVY CASH
2303
OPERATIONAL CONTROLS
All merchandise will be received into the bulk storeroom. After receipt, breakouts will
be created to transfer merchandise as necessary per paragraph 6100. After
breakouts are confirmed, the inventory is added to the book inventory for EPOS
outlets. The book inventory is automatically adjusted during the End of Til Import
process.
2304
MEASURING THE OVERAGE/SHORTAGE IN EPOS OUTLETS
1.
During the End of Til Reconciliation process, the system will determine the
variance (over or short) amount by subtracting the system total from the
amount entered by the sales officer or designated assistant.
2.
The sales officer will examine all overages and shortages of $5.00 by
reviewing the ROM II Till Reconciliation report and the Navy Cash Merchant
Summary Report printed from the disbursing office. The sales officer will take
appropriate action as appropriate.
3.
Shortages due to theft, fraud or other dishonest act will be reported and action
taken as prescribed in paragraph 1205.
2-19
GENERAL OPERATING PROCEDURES
2305
SHIPS STORE AFLOAT
SANITATION
A representative of the ship’s medical department will inspect retail outlets on a
regular basis. Minimum sanitary requirements are covered in NAVMED Pub 5010. A
copy of the inspection will be filed in WF 3 File.
2-20
SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
SECTION II – NON-EPOS OPERATIONS
2310
NON-EPOS OUTLET GENERAL INFORMATION
1.
GENERAL. Any retail outlet which does not use EPOS cash registers to sell
and record sales will be set up as a Non-EPOS outlet. Examples of NonEPOS outlets are snack vending machines, hanger bay sales, pier side sales,
etc.
2.
NAVY CASH TRANSACTIONS.
a.
b.
2311
2312
Electronic sales.
(1)
All Navy Cash card sales at NonEPOS outlets in which a cash
registers is used will be recorded into ROM..
(2)
Vending machines collection procedures are outlined in
paragraph 2321.
It is not necessary to post Navy Cash transaction amount in ROM.
Grand total amounts for Navy Cash transactions will be entered into
ROM II prior to printed the Cash Sales Invoice or monthly.
OPERATIONAL CONTROLS
1.
All Non-EPOS outlet purchases and/or requisitions will be received into the
bulk storeroom. After receipt, breakouts will be created to transfer
merchandise as necessary per paragraph 6100. After the breakout is
confirmed, the inventory is considered sold and a cost of sales figure is posted
to the NAVCOMPT Form 153. To determine actual cost of sales a breakback
of inventory on hand from the Non-EPOS outlet to the bulk storeroom must be
created and confirmed. The difference between the inventory transferred to
the Non-EPOS outlet and the inventory transferred back to bulk represents
stock sold.
2.
Non-EPOS Outlet and Cost of Sales.
a.
Electronic Sales: It is not necessary to post Navy Cash transactions
daily into ROM. Only the grand total amount of the Navy Cash
transactions will be entered into ROM monthly or prior to printing the
Cash Sales Invoice.
b.
Cost of Sales. The cost of sales is computed by breaking back all
inventory in the Non-EPOS outlet to the bulk storeroom. The
computed cost of sales figure is stated on the Profitability Snack
Vending (Non-EPOS) Report.
MEASURING THE OVERAGE/SHORTAGE IN NON-EPOS OUTLETS
1.
NON-EPOS OUTLETS. Cash meter readings will be recorded each time
cash is collected. The meter reading will be entered in the NAVSUP Form
2-21
GENERAL OPERATING PROCEDURES
SHIPS STORE AFLOAT
469 as per paragraph 2221. The difference between the meter reading on the
day minus the previous day’s reading will equal the Navy Cash Merchant
Summary Report. If the meter reading and the total on the Navy Cash
Merchant Summary report do not equal, the oulet has an overage or shortage.
The procedures outlined in the NAVSUP Publication 727, Chapter 7 will be
followed.
2313
2.
SNACK VENDING MACHINES. Cash meter reading will be installed in each
vending machine to monitor the efficiency of each machine. Meter readings
will be recorded each time, and a determination made as to whether or not the
vending machine is functioning properly. The difference between the meter
reading on the day cash is collected minus the previous day’s reading will
equal the Navy Cash Merchant summary report for vending machines. If the
meter reading and the Navy Cash report do not equal, the machine has an
overage or shortage.
3.
DUE TO MALFUNCTION. The sales officer will examine all overages and
shortages of $5.00 or more between meter readings and Navy Cash reports.
Corrective action will be taken as appropriate. Overages and shortages of
$5.00 or more will be investigated and initialed by the sales officer as they
occur.
4.
SHORTAGES DUE TO THEFT, FRAUD OR OTHER DISHONEST ACT.
Shortages of money due to theft, fraud or other dishonest act will be reported
and action taken as prescribed in paragraph 1205.
SANITATION
A representative of the ship’s medical department will inspect retail outlets on a
regular basis. Minimum sanitary requirements are covered by instruction outlined in
paragraph 2501.
2-22
SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
SECTION III – VENDING MACHINES
2320
VENDING MACHINE GENERAL INFORMATION
All vending machines, including those located in authorized messes, will be operated
as a Non-EPOS sales outlet of the ship store under paragraph 1101-1.
2321
2322
ELECTRONIC TRANSACTIONS
1.
RESPONSIBILITY. Vending machine will be secured as per paragraph 12014. Recording of Navy Cash card sales in vending machines will be the same
as prescribed in paragraph 2220 and 2221. . All Navy Cash cash sales
transactions will be recorded separately from sales in other sales outlets in
ROM.
2.
NAVY CASH TRANSACTIONS. When in port or at sea, Navy Cash sales
transactions from vending machines will be recorded in ROM.
OPERATIONAL CONTROLS
1.
CAN DRINK VENDING MACHINES. All can drink purchases and/or
requisitions will be received into the bulk storeroom. After receipt,
breakouts will be created to transfer merchandise as necessary per
paragraph 6100. After the breakout is confirmed, the inventory is
considered sold and a cost of sales figure is posted to the NAVCOMPT
Form 153. To determine actual cost of sales a breakback of inventory
on hand from the vending machine operation to the bulk storeroom
must be created and confirmed. The difference between the inventory
transferred to the vending machine operation and the inventory
transferred back to bulk represents cans sold.
2.
CAN DRINK VENDING MACHINE SALES AND COST OF SALES
a.
ELECTRONIC SALES. It is not necessary to post daily navy
Cash vending transactions amount into ROM. Only the grand
total amount of the Navy Cash vending transactions should be
recorded into ROM prior to printing the Cash Sales Invoice or
monthly.
b.
COST OF SALES. The cost of sales is computed by breaking
back all inventory in the Non-EPOS outlet to the bulk
storeroom. The computed cost of sales figure is stated on the
Canned Vending Profitability (B25) Report
2-23
GENERAL OPERATING PROCEDURES
2323
2324
SHIPS STORE AFLOAT
MEASURING THE OVERAGE/SHORTAGE OF INDIVIDUAL VENDING MACHINES
1.
METER READINGS. Cash meters will be installed in each vending machine
to monitor the efficiency of each machine. Meter readings will be taken at the
end of the day and compared to the Navy Cash Merchant summary report to
determine weather or not the vending machine is functioning properly. The
difference between the meter reading minus the previous day’s reading will
equal the Navy Cash report. If the meter reading and the Navy Cash report
do not equal, the machine has an overage or shortage.
2.
DUE TO MALFUNCTION. The sales officer will examine all overages and
shortages of $5.00, and take corrective action as appropriate. . Overages
and shortages of $5.00 will be investigated by the sales officer.
3.
SHORTAGES DUE TO THEFT, FRAUD OR OTHER DISHONEST ACT.
Shortages due to theft, fraud or other dishonest act will be reported and action
taken as prescribed in paragraph 1205.
SANITATION
A representative of the ship’s medical department will inspect vending machines on a
regular basis. Minimum sanitary requirements are covered by instruction outlined in
paragraph 2501. A copy of the inspection will be filed in WF 3 File.
2-24
SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
SECTION IV – AMUSEMENT MACHINES – NOT APPLICABLE FOR NAVY CASH
2330
AMUSEMENT MACHINE GENERAL INFORMATION – NOT APPLICABLE FOR
NAVY CASH
2331
CASH COLLECTION – NOT APPLICABLE FOR NAVY CASH
2332
OPERATIONAL CONTROLS – NOT APPLICABLE FOR NAVY CASH
2333
OVERAGES AND SHORTAGES – NOT APPLICABLE FOR NAVY CASH
2334
REMITTANCE TO CONTRACTOR – NOT APPLICABLE FOR NAVY CASH
2-25
GENERAL OPERATING PROCEDURES
SHIPS STORE AFLOAT
PART E – SERVICE ACTIVITES
SECTION I – BARBERSHOPS
2400
EXTENT OF BARBER SERVICE
Barbershop service should include only the basic service of a haircut. Other services
should be authorized only when time, space, equipment, personnel and conditions
permit and should not be provided unless they can be rendered to all personnel.
Special services are not permitted.
2401
2402
RECORDS AND OPERATIONS
1.
RECORDS. A locally prepared barbershop appointment record should be
used to schedule appointments for customers on either an individual or
division basis.
2.
OPERATIONS. The barbering instructions in the Ship’s Serviceman 3 will be
followed.
SERVICE ACTIVITY SUPPLIES
Supplies used to operate the barbershop will be requisitioned using OPTAR funds
from the supply officer.
2403
SANITATION
1.
2-26
A representative of the medical department will inspect barbershops at least
quarterly. Every barber must receive a physical examination from the medical
officer before assuming duties as a barber and annually thereafter. Rules will
be prominently posted in the barbershop. The following rules apply:
a.
Ship’s barbers are prohibited from shaving customers and are
forbidden to remove ingrown hairs, squeeze pimples or blackheads, or
treat any person medically.
b.
The barber’s uniform will consist of a clean barber’s jacket and clean
trousers. The barber’s appearance at all times will be neat and tidy.
c.
The barber’s hands and fingernails will be clean at all times.
d.
The barber is forbidden to cut the hair of anyone who has any kind of
disease or sore on the scalp or the back of the neck within the
hairlines. The barber will obtain the name, rate and division of any
person who comes in the barbershop who is evidently afflicted with a
skin or scalp disease or with sores or boils. This information will be
reported to the medical officer.
e.
Barbershop must have hot and cold running water to allow the barber
to wash their hands and maintain sanitation.
SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
f.
A fresh tissue neckband must be used for every customer.
g.
After use, clippers, scissors and combs must be sanitized. Nonmetallic items will be immersed in standard barbicide solution before
use on the next customer. This solution must be changed daily.
Metallic items will be cleaned and sprayed with a disinfectant spray.
2-27
GENERAL OPERATING PROCEDURES
SHIPS STORE AFLOAT
SECTION II – LAUNDRY
2410
EXTENT OF LAUNDRY SERVICE
Laundry facilities will be adequate to process 24 pounds per accommodation per
week. Surface ships with more than 100 accommodations (crew plus troops) will be
provided laundry facilities capable of satisfying the following requirements as a
minimum within a 96-hour laundry operations week:
a.
b.
c.
d.
2411
One change of work clothing, underwear, socks and one towel per day per
accommodation
One change of berth linen per accommodation and one change of officer and
CPO dining facility linen per week
Finish press three uniform shirts and trousers per officer and CPO/SNCO (E7
– E9) accommodation per week
Finish press one dress uniform shirt and trouser per accommodation per crew
(plus troops) per week.
ASSIGNMENT OF PERSONNEL
Personnel will be assigned to the laundry from the ship’s serviceman rating. The
allowance of rated personnel is based on the assumption that an additional number of
non-rated personnel will be required to operate the laundry efficiently. These
additional persons will be classified as strikers for the ship’s serviceman rating unless
detailed in a manner similar to food service attendants detailed to the general mess.
Normally, one person for every 75 to 100 crewmembers will be assigned.
2412
RECORDS AND OPERATIONS
1.
RECORDS. The records maintained and the procedures used in the
operation of the laundry will be consistent with space, equipment, and
personnel available. All laundry will be logged in and out. Locally prepared
Bulk Work and Press Deck Logs will be maintained for each day that the
laundry is operational. Signatures will be obtained for pick-up of completed
work. These logs will be kept on file and will be made available to inspecting
personnel. The sales officer will review the logs weekly and initial them after
reviewing.
2.
LAUNDRY EQUIPMENT MAINTENANCE LOG. A locally prepared Laundry
Equipment Maintenance Log will be maintained with columns for the following:
a.
b.
c.
d.
e.
f.
Date out of commission
Date placed in commission
Amount of down time in hours
Reason down
Parts replaced
Remarks and comments
A separate log sheet will be kept on each piece of laundry equipment in order
to obtain historical repair data.
2-28
SHIPS STORE AFLOAT
3.
2413
GENERAL OPERATING PROCEDURES
OPERATIONS. Use of Navy approved laundry chemical supplies is
mandatory. The approved Navy wash formulas and the instructions for the
operation of the laundry in the Ship’s Serviceman 3 will be followed.
ACCOUNTING FOR LAUNDRY SERVICES
All laundry services performed on board the ship are chargeable to appropriated
funds.
2414
SERVICE ACTIVITY SUPPLIES
Supplies used to operate the laundry will be requisitioned using OPTAR funds from
the supply officer.
2415
LAUNDRY CLAIMS
Claims for loss of or damaged to personal clothing will be handled under paragraph
8202.
2416
SANITATION AND SAFETY
Laundries will be inspected frequently by the medical department for proper sanitary
methods of operation. Sufficient hot water and soap will be used to ensure
cleanliness. Laundry from contagious cases will be treated in the sick bay before
being sent to the laundry. The laundry procedures prescribed n the Ship’s
Servicemen 3 will be followed to render this type of clothing free from health hazards.
Safety precautions for operating machinery will be prominently posted next to each
machine.
2417
HEAT STRESS PROGRAM
The requirements of the Navy’s heat stress program are contained in OPNAVINST
5100.20 series (Shipboard Heat Stress Control and Personnel Protection). A hanging
dry-bulb thermometer reading will be taken once every four hours when the laundry is
in operation. The readings will be recorded in a locally developed Heat Stress Log.
Laundry personnel will notify the sales officer and medical officer when the
temperature exceeds 100o F.
2418
PROCUREMENT OF LAUNDRY SERVICES
Laundry services may be procured from Navy exchanges and commercial sources
under paragraph 4430-4432 when the ship cannot provide this service.
2-29
GENERAL OPERATING PROCEDURES
SHIPS STORE AFLOAT
SECTION III – DRY-CLEANING PLANT
2420
EXTENT OF DRY-CLEANING SERVICE
Dry-cleaning services are applicable only to ships with a dry-cleaning plant and are
based upon a 96-hour laundry operation per week. Embarked troop accommodations
are not included in dry-cleaning considerations. Ships with accommodations of 500
or more will have dry-cleaning equipment and press capability sufficient to clean and
finish press one dress uniform per accommodation per month. When facilities and
personnel permit, dry-cleaning services may be made available to personnel of other
ships in the immediate vicinity.
2421
2422
RECORDS AND OPERATIONS
1.
RECORDS. All dry-cleaning work will be logged in and out. A Dry-cleaning
Work Log will be maintained in a standard record book. Signatures will be
obtained for completed work. This procedure may not be used if standard drycleaning tags are used.
2.
OPERATIONS. The instructions in the Ship’s Serviceman 3 will be followed
for the operation of a dry-cleaning plant.
ACCOUNTING FOR DRY-CLEANING SERVICES
CHARGING THE SHIP’S OPTAR. All dry-cleaning services performed on board the
ship are properly chargeable to appropriated funds.
2423
SERVICE ACTIVITY SUPPLIES
Supplies used to operate the dry-cleaning plant will be requisitioned using OPTAR
funds from the supply officer.
2424
CLAIMS
Claims for loss of or damaged to personal clothing will be handled under paragraph
8202.
2-30
SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
PART F – EQUIPMENT MAINTENANCE AND SANITATION
2500
MAINTENANCE OF EQUIPMENT
1.
2501
GENERAL. Arrangements will be made with engineering department for the
assignment of maintenance personnel to maintain ships store machinery and
equipment at highest efficiency. Ships store supervisors should be familiar
with the PMS requirements for ships store equipment. Only qualified
maintenance personnel will be permitted to make repairs other than routine
adjustments. If it becomes necessary to employ commercial repairs services,
the cost of the service plus any parts supplied will be charged to the following:
a.
Ship’s Store Profits, Navy for minor equipment (Minor equipment are
those items which do not exceed $100.00 unit cost). Vending
machines are covered in paragraph 4400 and ADP equipment is
covered in paragraph 4417.
b.
Operations and Maintenance, Navy and appropriate TYCOMs
subhead for repairs to major equipment and fixtures. (Major
equipment and fixtures are those items, which exceed $100.00 unit
cost, and/or those items that are on the ship’s Coordinated Shipboard
Allowance List (COSAL) vice ships store equipment). Equipment
deficiencies and repair actions should be documented on the
Consolidated Ship’s Maintenance Plan (CSMP).
2.
INSPECTION OF MACHINERY. Operators will carefully examine all
machinery for loose nuts, bolts, parts, connections, etc., before beginning
operations. An inspection each morning is especially important underway
when machinery is subject to ship vibrations. A thorough inspection of all
machinery will always be made after firing the guns and upon completion of
any structural test to which the ship may be subjected.
3.
LUBRICATION OF MACHINERY. Maintenance personnel should assume
independent responsibility for proper lubrication of machinery.
4.
SPEED OF MACHINERY. Under no circumstances will the speed of
machinery be set in excess of that prescribed by the manufacturer.
SANITATION
1.
SANITARY REGULATIONS. Sanitary regulations approved by the senior
member of the medical department will be issued for all sales outlets and
service activities (see paragraph 1105). The Commander, Naval Medical
Command has established minimum sanitary standards in NAVMED P-5010
(Manual of Preventive Medicine) for:
a.
b.
c.
Retail store and vending machines
Barbershops
Laundry and dry-cleaning plants
2-31
GENERAL OPERATING PROCEDURES
2.
2-32
SHIPS STORE AFLOAT
INSPECTION. The sales officer or designated representative will inspect all
sales outlets and service activities at least once each business day to
ascertain all sanitary regulations are being complied with.
SHIPS STORE AFLOAT
GENERAL OPERATING PROCEDURES
PART G – DOLLAR BILL CHANGERS – NOT APPLICABLE FOR NAVY CASH
2600
GENERAL INFORMATION – NOT APPLICABLE FOR NAVY CASH
2601
CASH COLLECTION – NOT APPLICABLE FOR NAVY CASH
2602
OVERAGES AND SHORTAGES – NOT APPLICABLE FOR NAVY CASH
2603
PROCUREMENT – NOT APPLICABLE FOR NAVY CASH
2-33